Terms and conditions

1. Application

These Terms and Conditions apply to all coach hire bookings and transport services provided by Barker Bus Ltd. ("Barker Bus", "we", "us" or "our"), whether the booking is made verbally, electronically or in writing.

The person, organisation or business making the booking is referred to as the "hirer".

Where a booking is made on behalf of a school, company, organisation, group, club or other body, the hirer must ensure that an appropriate responsible person or nominated representative is identified for the journey.

Where the person making the booking will not be travelling with the group, they must nominate a responsible representative who will travel with the group where appropriate and notify Barker Bus before the journey.

The hirer is responsible for providing accurate information about the booking and for communicating relevant information and requirements to their passengers and nominated representative.

The hirer is also responsible for the supervision and management of their passengers and for assessing risks associated with their passengers, activities, destination and overall trip.

Barker Bus is responsible for the safe provision and operation of the transport service, including the vehicle, driver and matters within our control.

The hirer's responsibilities do not replace or reduce Barker Bus's own legal and operational responsibilities, and Barker Bus's responsibilities do not replace the hirer's responsibility to carry out an appropriate risk assessment for their group and overall trip.

Where these Terms and Conditions have been provided to the hirer before or at the time of booking, acceptance of the booking will constitute acceptance of these Terms and Conditions, subject to any rights provided by law.

Where specific written terms have been agreed between Barker Bus and the hirer for a particular booking or contract, those terms will take precedence over these general Terms and Conditions to the extent of any conflict.

2. Quotations and Booking Confirmation

2.1 Quotations

All quotations issued by Barker Bus Ltd. are valid for 7 days, unless otherwise stated on the quotation.

Vehicle availability is checked when a quotation is prepared. However, availability is not guaranteed until the booking has been confirmed. Availability will therefore be checked again when the hirer confirms that they wish to proceed.

A quotation does not constitute a booking and does not guarantee that a vehicle will remain available.

2.2 Booking Confirmation

A booking is confirmed when Barker Bus Ltd. has either:

• issued a booking confirmation email from our booking system
• sent an email confirming that the booking has been accepted

where a deposit has been specifically requested, received the required deposit payment.

Once a required deposit has been paid, the booking is considered confirmed and is no longer provisional.

Until a booking has been confirmed, Barker Bus Ltd. is under no obligation to hold the quoted vehicle, date or service for the hirer.

2.3 Deposits

Where a deposit is required, the amount and payment deadline will be clearly shown on the quotation, booking paperwork or other written communication.

Until the required deposit has been paid, the booking will remain provisional.

Where the required deposit is paid within the specified timeframe, the booking will be treated as confirmed.

3. Payment

Unless otherwise stated on the quotation, booking confirmation or agreed in writing, the full balance for a booking is due 14 days before the date of travel.

Where a booking is made less than 14 days before the date of travel, full payment is due immediately, unless otherwise agreed with Barker Bus.

Where Barker Bus has agreed account terms with the hirer, payment will normally be due 14 days after the journey. The invoice will state the applicable payment due date.

Where a deposit is required, the amount and payment deadline will be shown on the booking paperwork. Deposits are non-refundable.

If an amount remains unpaid for more than 60 days after its due date, Barker Bus may take steps to recover the outstanding amount. Interest and/or reasonable costs of recovery may apply where appropriate.

Barker Bus reserves the right to require payment in advance for future bookings where previous invoices remain overdue.

4. Changes to Bookings and Additional Charges

Any request to change a confirmed booking, including changes to the route, timings, pickup or drop-off locations, itinerary or duration of the hire, must be referred to Barker Bus Ltd. for approval.

Any requested change will be subject to vehicle, driver and operational availability. Barker Bus will recalculate the price where a change results in additional mileage, time or other costs.

During a hire, the driver will refer requests for changes to the Barker Bus office. Drivers are not authorised to agree additional charges or changes to the booking independently.

Where the hirer requests a change to the agreed journey which is not necessary for the operation of the service, Barker Bus may charge for any additional mileage, time or other costs resulting from that change.

Waiting Time

A 15-minute grace period is allowed for waiting beyond the agreed departure time. This is a total grace period for the journey and is not applied separately to each pickup or stop.

After the 15-minute grace period, additional waiting time will be chargeable in 15-minute segments at the applicable Barker Bus rate.

Where a coach is scheduled to undertake another journey, the driver may be required to leave at the agreed departure time in order to avoid causing delay to the next customer. Where practical, the coach may return later to collect passengers, subject to driver hours, vehicle availability and operational requirements.

5. Vehicles

Unless a specific vehicle type or feature is requested and confirmed, Barker Bus Ltd. will provide a suitable standard coach for the booking.

Requests for particular vehicle types or features, including executive vehicles, specific seating capacities, toilets, wheelchair facilities or other onboard facilities, are subject to availability. Such features will only be considered guaranteed where specifically confirmed in writing by Barker Bus.

Barker Bus may, where necessary, substitute the vehicle originally quoted or confirmed with another suitable vehicle. This may include a vehicle from Barker Bus's own fleet or a vehicle provided by another suitable operator.

Where a substitute vehicle is required, Barker Bus will aim to provide a vehicle of suitable capacity and standard for the booking. The replacement vehicle may not have every feature or facility of the vehicle originally requested.

The maximum legal seating capacity of the vehicle provided must not be exceeded. The hirer is responsible for ensuring that the number of passengers travelling does not exceed the capacity agreed for the booking.

Where the number of passengers increases after the booking has been confirmed, Barker Bus must be notified. Any increase is subject to vehicle availability and may result in an additional charge.

The hirer must not require or permit passengers to travel in excess of the vehicle's legal seating capacity or otherwise require the driver to operate the vehicle in an unsafe or unlawful manner.

6. Driver and Safety

The driver is responsible for the safe operation of the vehicle and will comply with applicable legal and operational requirements.

The driver has the final say on matters affecting the safety of passengers, the vehicle and other road users. The driver may refuse any request or instruction that they reasonably consider unsafe, unlawful or incompatible with their legal duties.

The hirer and passengers must follow reasonable instructions given by the driver in relation to safety and the operation of the vehicle.

7. Cancellation

Cancellations must be made in writing by email.

For standard bookings, the following cancellation charges apply:

More than 30 days before travel: no standard percentage cancellation charge.

30 to 14 days before travel: 25% of the total booking value.

13 to 7 days before travel: 50% of the total booking value.

6 days or less before travel: 100% of the total booking value.

Any non-refundable costs already incurred by Barker Bus, including parking, tolls, permits or similar costs, may also be charged.

Peak Period Bookings

For all bookings taking place during May, June or July, the following cancellation charges apply:

More than 2 months before travel: no percentage cancellation charge, although an administration charge may apply.

2 months or less but more than 6 weeks before travel: 25% of the total booking value.

6 weeks or less but 1 month or more before travel: 50% of the total booking value.

Less than 1 month before travel: 100% of the total booking value.

Any non-refundable costs already incurred by Barker Bus may also be charged.

Long-Term Contracted Services

Where a long-term contracted service, such as a home-to-school route, is provided under a contract or purchase order, the standard cancellation charges above do not apply.

If the hirer or contracting organisation ends the contract or purchase order before its agreed end date after the service has commenced, an exit fee of 50% of the remaining contract value for the period between the revised and original end dates will apply.

Cancellation by Barker Bus

Barker Bus Ltd. may cancel a confirmed booking in exceptional circumstances where it is not reasonably possible to provide the agreed transport service.

Where this occurs, Barker Bus will notify the hirer as soon as reasonably practicable and, where possible, make reasonable efforts to provide an alternative arrangement.

8. Hirer and Passenger Responsibilities

The hirer is responsible for the passengers travelling under the booking and for ensuring that passengers are at the agreed pickup points at the agreed times.

The hirer is responsible for the appropriate supervision and management of passengers throughout the journey.

For schools, youth groups and other organised trips, the hirer or organiser is responsible for carrying out an appropriate risk assessment for their passengers and the overall trip. This should include consideration of the coach journey where applicable. Barker Bus's own transport risk assessments do not replace the hirer's or organiser's responsibility to assess the risks associated with their group and activities.

Passengers must follow reasonable instructions given by the driver in relation to safety and the operation of the vehicle. The hirer is responsible for managing passenger behaviour during the journey.

9. Passenger Behaviour, Damage and Cleaning

The hirer is responsible for any damage to the vehicle caused by their passengers, other than reasonable wear and tear. Barker Bus Ltd. may recover the reasonable costs of repairing such damage.

Barker Bus generally operates a no eating policy on its vehicles. Passengers are expected to keep the vehicle clean and tidy.

Where excessive cleaning or valeting is required as a result of passenger use, the hirer may be charged the reasonable cost of the cleaning or valeting required.

Smoking and vaping are not permitted on any Barker Bus vehicle.

Alcohol is not permitted on board unless agreed with Barker Bus in advance and where legally permitted.

The driver may require a passenger to leave the vehicle where their behaviour creates a safety risk or seriously disrupts the journey. This will only be done at a safe location where practicable.

10. Luggage and Personal Property

Passengers are responsible for their own luggage and personal property, which are carried at the hirer's and passenger's own risk.

Luggage must be suitable for transport by coach and must not be brought on board where it cannot be safely stored or would create a safety risk.

Barker Bus is not responsible for loss of or damage to luggage or personal property, except where liability cannot lawfully be excluded.

Lost Property

Barker Bus will retain items left on a vehicle for a reasonable period, unless the item presents a hygiene, health or safety concern, in which case it may be disposed of sooner.

11. Routes, Timings and Driver Hours

The agreed route and journey times are provided as a guide and may be affected by traffic, road closures, weather, road restrictions or other circumstances outside Barker Bus Ltd.'s control.

The driver may alter the route where reasonably necessary for safety, operational or legal reasons.

Journey times and stopping arrangements must take account of applicable driver hours and rest requirements. The driver may therefore need to take breaks or alter stopping arrangements where required.

12. Pickup and Drop-off Locations

The hirer is responsible for ensuring that agreed pickup and drop-off locations are suitable and safely accessible for the vehicle.

Where an agreed location cannot be safely or legally accessed by the coach, the driver will use the nearest suitable and accessible safe location where reasonably practicable.

13. Breakdowns and Vehicle Problems

In the event of a breakdown or other vehicle problem, Barker Bus Ltd. will make reasonable efforts to repair or replace the vehicle and continue the journey as soon as reasonably practicable.

14. Delays and Events Outside Our Control

Barker Bus Ltd. will not be responsible for delays or disruption caused by circumstances outside our reasonable control, including severe weather, road closures, major traffic disruption, emergencies, accidents or other unforeseen events.

We will make reasonable efforts to minimise any disruption and continue the journey as soon as reasonably practicable.

15. Complaints

Complaints should be raised with Barker Bus Ltd. as soon as possible, preferably during or immediately after the journey, so that we have an opportunity to address the issue.

Any complaint should be confirmed in writing within 7 days of the journey.

Barker Bus will review complaints and respond within a reasonable period.

16. Subcontracting and Third-Party Vehicles

Barker Bus Ltd. may use another suitable coach operator or vehicle provider to fulfil a booking where necessary.

Barker Bus will remain the hirer's main point of contact and will make reasonable efforts to ensure that any vehicle or operator used is suitable for the booking.

The hirer agrees to comply with any reasonable terms or requirements of a third-party operator where these are necessary for the provision of the service.

17. Accessibility and Passenger Requirements

The hirer must tell Barker Bus Ltd. at the time of booking about any wheelchair users, mobility requirements, additional assistance or other specific passenger needs.

Barker Bus will make reasonable efforts to accommodate these requirements, subject to vehicle availability, suitability and any applicable safety or operational requirements.

Any specific accessibility arrangements should be agreed with Barker Bus in advance.

18. Special Requests and Onboard Facilities

Requests for specific onboard facilities or arrangements, including Wi-Fi, USB charging, toilet facilities, entertainment systems or specific seating arrangements, are subject to availability.

Such facilities or arrangements are only guaranteed where they have been specifically confirmed in writing by Barker Bus Ltd.

19. Photography, Filming and Commercial Use

The hirer must obtain prior written permission from Barker Bus Ltd. before using the vehicle for filming, professional photography, advertising, promotional activity or other commercial purposes.

Any agreed filming or photography must not interfere with the safe operation of the vehicle or the driver's duties.

20. Insurance

Barker Bus Ltd. maintains the insurance required for its transport operations.

The hirer is responsible for arranging any additional insurance they consider appropriate for their passengers, activities or overall trip.

21. Privacy and Personal Information

Barker Bus Ltd. may use information provided by the hirer to manage bookings, provide transport services, communicate with the hirer and meet its legal or operational obligations.

Personal information will be handled in accordance with Barker Bus's Privacy Policy and applicable data protection law.

22. Liability

Each party is responsible for matters within their own control and responsibilities under these Terms and Conditions.

Barker Bus Ltd. is responsible for the safe provision and operation of the transport service, while the hirer remains responsible for their passengers, supervision and management, and the wider trip and activities.

Nothing in these Terms and Conditions excludes or limits any liability which cannot legally be excluded or limited.

23. CCTV

Barker Bus Ltd. vehicles may be fitted with CCTV and other recording systems for the purposes of passenger safety, vehicle security, incident investigation and the prevention or detection of crime.

Recordings will be handled in accordance with applicable data protection requirements.

24. Aggressive or Abusive Behaviour

Barker Bus Ltd. does not tolerate threatening, abusive or aggressive behaviour towards its staff, whether in person, by telephone, email or other means of communication.

We reserve the right to end a call or other communication where such behaviour occurs and, where appropriate, to refuse further communication except in writing. Serious threats or incidents may be reported to the police or other relevant authorities.

25. Package Travel

Where Barker Bus Ltd. provides or arranges a package or holiday that falls within applicable Package Travel and Linked Travel Arrangements Regulations, the relevant statutory rights and requirements will apply.

Where separate terms and conditions are provided for a package or holiday booking, those terms will also apply to that booking.

26. Private Home-to-School Services

Private home-to-school services must be paid for in full in advance. Payments are non-refundable except in exceptional circumstances, at Barker Bus Ltd.'s discretion.

A QR code or other travel pass will be issued by email and must be presented for scanning when boarding. Where a valid QR code or travel pass cannot be scanned, the driver must refuse travel. This is necessary to ensure that passengers are correctly registered as travelling on the service, a accurate head count is given to the driver and for the safe operation of the service.

Where a discounted fare has been offered on the basis of a full travel period being purchased, the passenger is committed to that full travel period. If the service is not used for the full period, Barker Bus may recover the value of the discount provided.

Passengers must follow reasonable instructions given by the driver and comply with the behaviour requirements of Barker Bus and the destination school.

Passengers must be at their designated pickup point at least 5 minutes before the scheduled pickup time.

Any passenger whose behaviour is dangerous or seriously disruptive towards other passengers, school staff, the driver or the vehicle may be banned from using the service. No refund will be given where travel is withdrawn for this reason.

Barker Bus Ltd. reserves the right to liaise with the destination school regarding information held about a passenger, including behavioural concerns, incidents or other matters relevant to the safe and proper operation of the service.

27. General Provisions

If any provision of these Terms and Conditions is found to be invalid or unenforceable, the remaining provisions will continue to apply.

Barker Bus Ltd. reserves the right to update these Terms and Conditions from time to time. The version applicable to a booking will normally be the version in force when the booking is confirmed, unless otherwise agreed in writing.

These Terms and Conditions, together with any specific written terms agreed for a booking or contract, form the agreement between Barker Bus Ltd. and the hirer.

28. Governing Law and Jurisdiction

These Terms and Conditions are governed by the law of England and Wales.

Any disputes arising from or relating to these Terms and Conditions will be subject to the jurisdiction of the courts of England and Wales.